## **Trustees' Annual Report for the period** Period start date Period end date 01 01 2020 31 12 2020 **From To** ## Section A Reference and administration details **Charity name Other names charity is known by Registered charity number (if any)** 1181464 ## WOODSMOKE GROUP |**red charity number (if any)**|1181464|1181464| |---|---|---| |**Charity's principal address**|39 Tunstall Park|| ||Sunderland|| ||Tyne and Wear|| ||**Postcode**|**SR2 7SJ**| ## **Names of the charity trustees who manage the charity** |1
2
3
4
5
6|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||James McGeorge|Chair||| ||Alan Henderson|Secretary||| ||Joshua Gateshill|Treasurer||| ||Austin Ward|||| ||Alistair Briggs||26/01/2020 – 31/12/2020|| ||William McGeorge||26/01/2020 – 31/12/2020|| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** **TAR** March **2012** 1 |**Names and addresses of advisers (Optional information)**
**Type of adviser**
**Name**
**Address**|**Names and addresses of advisers (Optional information)**
**Type of adviser**
**Name**
**Address**|**Names and addresses of advisers (Optional information)**
**Type of adviser**
**Name**
**Address**| |---|---|---| |||| |||| |||| |||| |**Name of chief executive or names of senior staff members (Optional information)**||| |||| ## **Section B Structure, governance and management** **Description of the charity’s trusts** Constitution adopted 7[th] January 2019 Type of governing document (eg. trust deed, constitution) Charitable Incorporated Organisation (CIO) How the charity is constituted (eg. trust, association, company) Trustees are appointed or reappointed annually at the Annual General Trustee selection methods Meeting held in July (eg. appointed by, elected by) ## **Additional governance issues (Optional information)** Membership of the club is open to young people aged between 9 and 21 You **may choose** to include mainly residing in the Sunderland locality. additional information, where relevant, about: The trustees oversee the day to day running of the group. The trustees • policies and procedures seek the views of members, the group’s youth workers and volunteers in policies and procedures deciding the activities to be run. - policies and procedures adopted for the induction and training of trustees; There is a child protection policy in place. Disclosure and Barring Service checks are carried out on everyone over the age of 18 prior to commencement of employment, voluntary participation, or trusteeship and checks are carried out again in line with statutory requirements. All trustees give their time voluntarily and received no remuneration or other benefits - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. ## **Section C Objectives and activities** To Help young people aged 9 to 21, especially but not exclusively through leisure time activities, so as to develop their capacity and capabilities that they may grow to full maturity as individuals and **Summary of the objects of the** members of society **charity set out in its governing document** **TAR** March **2012** 2 In planning our activities for the year, we kept in mind the Charity Commission’s guidance on public benefit at our trustee meetings. The main activities are as follows: � an annual summer camp. � a programme of youth orientated events and activities. **Summary of the main** Our aim is to provide an educational outdoor adventure experience **activities undertaken for the** shaped by fun, friendship, free-thought and respect without exclusion due **public benefit in relation to** to financial constraints. **these objects (include within** As they learn about themselves and others in a focused programme, they **this section the statutory** gain positive memories that they can build upon as they move into adult **declaration that trustees have** life whilst providing opportunities for them to become volunteers **had regard to the guidance** themselves. **issued by the Charity** The experience teaches the individual: **Commission on public** • How to make new friends and grow more independent **benefit)** • To develop social skills and self confidence • To respect and appreciate nature • To embrace physical activity • How to relax and have a break - To take advantage of the many learning opportunities available We welcome all young people, aged between 9 and 21, regardless of personal background, faith, gender, or personal circumstances ## **Additional details of objectives and activities (Optional information)** You **may choose** to include further statements, where relevant, about: - policy on grant making. - policy programme related investment. - contribution made by volunteers. Woodsmoke Group continue to recognise the importance of safeguarding and are keen to ensure we keep up to date with any changes in legislation as they happen. We will be appointing a Safeguarding Officer to oversee this and review our processes annually and keep on top of risk assessments and other policies and procedures. As it was in 2019, external funding has been identified as a key part of Woodsmoke Group strategy going forward. This will allow for continuous improvement of facilities, in addition to new, exciting and current activities. ## Section D Achievements and performance In 2019, the Trustees identified external funding opportunities as a key area to focus **Summary of** emphasis, in order to continue to provide the most exciting yet safest experience whilst **the main** achieving our objectives. **achievements of the charity** Early in 2020, the Trustees identified the need to replace storage containers used to **during the year** store Summer Camp equipment. These were purchased towards the end of February, with external funding sources identified to create a bespoke interior to better utilise this storage space. Despite complications expected during the pandemic, this funding was identified and successfully granted to Woodsmoke Group by The Community Foundation. **TAR** March **2012** 3 ## Section D Achievements and erformance p Due to COVID-19, Trustees voted against running our normal Summer Camp event. It was felt that the safe, secure, and fun environment usually offered to campers would not be possible. Therefore, our objective for 2020 shifted to one of securing the future of Woodsmoke Group. The Summer Camp is normally our main expenditure, but also the main reason we need to generate donations. Therefore, without this event, it was important, firstly, to ensure that Woodsmoke Group remained financially stable. This was achieved even with considerable expenditure with regards to assets bought before the pandemic. Prior to 2020, all Trustee and Committee meetings were held in person, however, Government Lockdowns and COVID restrictions meant this was not possible in 2020. Therefore, a major achievement for a charity of our size was the adaptation to meetings attended via remote access. Both this and successful access to Online Banking has enabled the running and management of Woodsmoke Group to be more efficient, streamlined, and flexible. ## **Section E Financial review** Cash at bank on 31/12/20 was £5,400. However, £4,260 of this are **Brief statement of the** restricted funds, to be spent in 2021 on the bespoke fitting of storage **charity’s policy on reserves** containers. Unrestricted funds were £1,140. The main financial risk to Woodsmoke Group continues to be any unexpected maintenance costs, however, 2020 has proven our ability to overcome these potential obstacles. All funds kept in bank at year end are with the intent of being able to maintain a safe environment within the main Summer Camp. **Details of any funds materially** Not Applicable **in deficit** ## **Further financial review details (Optional information)** - The main source of income in 2020 was donations from volunteers. This - You **may choose** to include was the case even without a Summer Camp to volunteer at. - additional information, where relevant about: The main expenditure in 2020 was maintenance. This expenditure is key - • the charity’s principal in supporting Woodsmoke Group’s objectives, as it is ensuring we are sources of funds (including providing the safe environment in the future, that enables all of our key any fundraising); objectives. - • how expenditure has supported the key objectives of the charity; - • investment policy and objectives including any ethical investment policy adopted. ## **Section F Other optional information** **TAR** March **2012** 4 ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** |**Signature(s)**
**Full name(s)**
**Position (eg Secretary, Chair,**
**etc)**
**Date**||| |---|---|---| ||Joshua Gateshill|Alan Henderson| ||
Treasurer|Secretary| ||05/10/2021|| ||05/10/2021|| **TAR** March **2012** 5 |||**Woodsmoke Group**|**Woodsmoke Group**|**Woodsmoke Group**|**Woodsmoke Group**|**1181464**|**CC16a**| |---|---|---|---|---|---|---|---| |||**Receipts and payments accounts**|||||| |||**For the period**
**from**||01/01/2020|**To**|31/12/2020|| ||||||||| |**Section A Receipts and payments**|||||||| |**Notes**
**A1 Receipts**||**Unrestricted**
**funds**
**to the nearest £**
**2,285**
**-**||**Restricted**
**funds**
**to the nearest £**|**Endowment**
**funds**
**to the nearest £**|**Total funds**
**to the nearest £**|**Last year**
**to the nearest £**| |Donations||**2,285**||**-**|**-**|**2,285**|**-**| |Donations - Community Foundation|3|**-**||**4,260**|**-**|**4,260**|**-**| |**_Sub total_**_(Gross income for AR)_||**2,285**||**4,260**|**-**|**6,545**|**-**| |||**-**|||||| |**A2 Asset and investment sales, (see table).**|||||||| |||**-**||**-**|**-**|**-**|| |**_Sub total_**||**-**||**-**|**-**|**-**|**-**| |**_Total receipts_**
**A3 Payments**|||||||| |||**2,285**||**4,260**|**-**|**6,545**|**-**| |||**-**
**1,591**
**84**
**-**
**471**
**20**|||||| |Cost Of Fundraising Events|2|**-**||**-**|**-**|**-**|**-**| |Repairs and Maintenance||**1,591**||**-**|**-**|**1,591**|**-**| |Light and Heating||**84**||**-**|**-**|**84**|**-**| |Water and Sewerage||**-**||**-**|**-**|**-**|**-**| |Insurance||**471**||**-**|**-**|**471**|**-**| |Printing, Postage, Stationery & Printing Supplies||**20**||**-**|**-**|**20**|**-**| |**_Sub total_**||**2,167**||**-**|**-**|**2,167**|**-**| |||**2,580**|||||| |**A4 Asset and investment purchases, (see table)**|||||||| |Purchase of Fixed Assets|1|**2,580**||**-**|**-**|**2,580**|| |**_Sub total_**||**2,580**||**-**|**-**|**2,580**|**-**| |**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**|||||||| |||**4,747**||**-**|**-**|**4,747**|**-**| ||||||||| |||**- 2,462**||**4,260**|**-**|**1,798**|**-**| |||**-**|
|**-**|**-**|**-**|**-**| |||**3,601**||**-**|**-**|**3,601**|**-**| |||**1,140**||**4,260**|**-**|**5,400**|**-**| 05/10/2021 CCXX R1 accounts (SS) 1 ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
Signed by one or two trustees on behalf of all the trustees
**B5 Liabilities**
**B4 Assets retained for the charity’s own use**
**B3 Investment assets**
**B2 Other monetary assets**
**B1 Cash funds**|**Categories**
Signed by one or two trustees on behalf of all the trustees
**B5 Liabilities**
**B4 Assets retained for the charity’s own use**
**B3 Investment assets**
**B2 Other monetary assets**
**B1 Cash funds**|**Details**|**Unrestricted**
**funds**
**to nearest £**|**Restricted**
**funds**
**to nearest £**|**Endowment**
**funds**
**to nearest £**| |---|---|---|---|---|---| |||Bank|**1,140**|**4,260**|**-**| |||**Details**
Marquee Tents
Signature
**Details**
Ridge Tents
Large Bell Tents
Cooking Facilities
Medium Bell Tents
Storage Containers
Toilet Facilities
Shower Facilities
**Details**
**_Total cash funds_**
**Details**
(agree balances with receipts and payments
account(s))|**1,140**|**4,260**|**-**| ||||OK
**Unrestricted**
**funds**
**to nearest £**|OK
**Restricted**
**funds**
**to nearest £**|OK| ||||||**Endowment**
**funds**
**to nearest £**| ||||**-**|**-**|**-**| ||||**Fund to which**
**asset belongs**|**Cost (optional)**|**Current value**
**(optional)**| |||||**-**|**-**| ||||**Fund to which**
**asset belongs**|**Cost (optional)**|**Current value**
**(optional)**| ||||Unrestricted|**-**|**-**| ||||Unrestricted|**-**|**-**| ||||Unrestricted|**-**|**-**| ||||Unrestricted|**-**|**-**| ||||Unrestricted|**-**|**-**| ||||Unrestricted|**-**|**-**| ||||Unrestricted|**-**|**-**| ||||Unrestricted|**-**|**-**| ||||**Fund to which**
**liability relates**|**Amount due**
**(optional)**|**When due**
**(optional)**| |||||**-**|| ||||||| ||||||Date of
approval| ||||Joshua Gateshill||**5/10/2021**| ||||Alan Henderson||**5/10/2021**| ## **Section C Notes** 1 - Purchase of two Storage Containers. 2 - Due to COVID-19 the Trustees voted to cancel the 2020 Summer Camp, meaning there were no Costs of Fundraising in this accounting period. 3 - Woodsmoke Group applied for funding with the Community Foundation, for bespoke installations within the newly purchased storage containers. The funds provided by the Community Foundation are restricted solely to this purpose. The intention was for this funding to be spent on the designated purpose in 2020, however, the pandemic disrupted this. The Community Foundation have approved that these funds can be carried forward into 2021 for the same purpose. 05/10/2021 CCXX R2 accounts (SS) 2